Jobs

Event Coordinator - Office Assistant

Castle Green - Pasadena, CA

The Castle Green is historic landmark built in 1898, used as a special event location on the ground floor; private condominiums on the upper floors. We are currently seeking a dynamic and enthusiastic person to assist in our office with the events, building management and special projects throughout the year.

Event Coordinator - Office Assistant Job Description

General administrative and clerical support:

Answer phones and provide accurate information to callers

Check phone messages and reply in a timely manner

Respond to initial inquires through email

Manage office calendar

Scheduling initial walk thrus

Scheduling vendor walk thrus

File paperwork for HOA, Castle Vendors, and event vendors

Print and put together initial welcome packets

Maintain inventory for office supplies and replenish accordingly

Social Media:

Curate social media accounts - from photo collection to posting

Update all online accounts with current photos

Conduct potential client walk thrus:

Give detailed information regarding our property

Answer clients questions in a respectful manner

Place courtesy holds. Follow up courtesy holds after the two week period

Client Care:

Process initial deposits and final payments

Send welcome packet

Send 2 month and 1 month reminder emails. Follow up to ensure we receive all paperwork.

Send deposit return requests to Management Company

Make event day set-up sheets for CG staff

Schedule rehearsals and final walk thrus

HOA duties:

Elevator calendar

Create resident receipts

Process resident gate key deposits and returns

Assist General Manager and Building Supervisor as needed

Assist with planning & executing the annual Wedding Open House & Holiday Tour